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Matt Scherocman

How Does Archiving in Office 365 Work?

Immutability is the industry-standard term for “preserving data in the system so that it is discoverable, and cannot be destroyed or altered."

With Exchange Server 2016, and Exchange Online, Microsoft enables organizations to preserve individual or all mailbox items for discovery natively, keeping those items within the Exchange infrastructure. This approach is called, In-Place hold.

One significant benefit of hold as opposed to separate, read-only storage is that items are preserved within the Exchange infrastructure, preserving more of the information including metadata and making management easier for IT admins. Users benefit because they can manage their mailboxes using the familiar Outlook interfaces. From an IT-perspective, In-Place Hold eliminates the necessity and complexity of maintaining a separate infrastructure and potentially storage for Exchange items.

Exchange gives organizations the flexibility to choose the architecture that can help meet their immutability requirements whether that is on-premises, online, or a hybrid of both, and supports the ability to store archived items in a separate physical location.

In Exchange Online, you can use In-Place Hold or Litigation Hold to accomplish the following goals:

  • Enable users to be placed on hold and preserve mailbox items immutably
  • Preserve mailbox items deleted by users or automatic deletion processes such as MRM
  • Protect mailbox items from tampering, changes by a user, or automatic processes by saving a copy of the original item
  • Preserve items indefinitely or for a specific duration
  • Keep holds transparent from the user by not having to suspend MRM
  • Use In-Place eDiscovery to search mailbox items, including items placed on hold

Additionally, you can use In-Place Hold to:

  • Search and hold items matching specified criteria
  • Place a user on multiple In-Place Holds for different cases or investigations

How does Litigation Hold work?

In the normal deleted item workflow, a mailbox item is moved to the Deletions subfolder in the Recoverable Items folder when a user permanently deletes it (Shift + Delete) or deletes it from the Deleted Items folder. A deletion policy (which is a retention tag configured with a Delete retention action) also moves items to the Deletions subfolder when the retention period expires. When a user purges an item in the Recoverable Items folder or when the deleted item retention period expires for an item, it's moved to the Purges subfolder in the Recoverable Items folder and marked for permanent deletion. It will be purged from Exchange the next time the mailbox is processed by the Managed Folder Assistant (MFA).

When a mailbox is placed on Litigation Hold, items in the Purges subfolder are preserved for the hold duration specified by the Litigation Hold. The hold duration is calculated from the original date an item was received or created, and defines how long items in the Purges subfolder are held. When the hold duration expires for an item in the Purges subfolder, the item is marked for permanent deletion and will be purged from Exchange the next time the mailbox is processed by the MFA. If an indefinite hold is placed on a mailbox, items will never be purged from the Purges subfolder.

The following illustration shows the subfolders in the Recoverable Items folders and the hold workflow process.

Archiving in Office 365

See this technet article for additional information, or you can view the general sales site from Microsoft here.

Contact Interlink today for help in defining your needs, which licensing options would be the best fit, and actually getting the service configured correctly to ensure the right data is being kept and deleted.  

Matt Scherocman

What Are the Storage Limits of SharePoint?

storage limits sharepoint

Customers are frequently asking what kind of storage they get with SharePoint Online. Microsoft has recently released updates for SharePoint Online via their Office 365 Roadmap:  

Quick Summary for E plans:

  • Each Tenant (SharePoint Online instance) gets 1TB of storage space included. Then each user of the E plans will add 500MB of storage space into the shared pool. This is up from 10GB per tenant and 500MB per user.
    • For example:  A client with 250 users would get 1TB + 125GB (500MB x 250) for the main storage on SharePoint. Each extra GB is 0.20 per month, so an additional incremental Terabyte would only be about $200 per month.

Improvements for SharePoint Online and OneDrive for Business 2b 1024x379
Example of a large CAD file successfully uploaded into a Team Site Document Library in SharePoint Online.

  • The pooled storage is used across all sites on SharePoint Online, Office 365 Groups, and Office 365 Videos
  • Upload larger files, up to 10 GB each
    • This applies to files uploaded to Team Sites, and OneDrive for Business, as well as for videos uploaded into the Office 365 Video Portal.


This posting is provided “AS IS” with no warranties, and confers no rights. 

 

Matt Scherocman

Data Loss Prevention (DLP) in New Office 2016, SharePoint Online, and OneDrive for Business

Data Loss Prevention (DLP) in New Office 2016, SharePoint Online, and OneDrive for Business

Clients have benefited from Data Loss Prevention (DLP) technology within Exchange Online for years. Microsoft is now expanding the functionality to cover data and documents that may be in Office, SharePoint, and OneDrive. Plus they are enhancing the console where the policy rules are managed so that the policy rules for all of the services are controlled in a single location.

Client can continue to use the templates that Microsoft builds to help them stay compliant with regulations like PCI and HIPPA. Severity levels can also be set – so administrators, for example, could have one set of actions that happen if a user tries to send a credit card number externally and another if they are trying to send a file that contains ten or more credit card numbers in it.

DLP not only is for people who are actively trying to share content that they shouldn’t, it is also for people who didn’t notice that there was a company credit card contained 10 emails down in a thread before they forward it to a new distribution list.

Matt Scherocman

Introducing Groups in Office 365

Introducing Groups in Office 365

Sharing and collaborating just got easier! Want a quick way to grab some co-workers and get productive on a project? Need to share documents on the fly without having to setup a SharePoint site?

With the introduction of Groups, working in Office 365 can bring people together to connect with colleagues and work on projects. You can search for and join existing Groups, which are open by default, to see all discussions, milestones and files and get up to speed quickly.  You can create private Groups as well for sensitive projects and content. Each group gets their own OneDrive for file sharing and their own group email box.

 

Where can you find Groups?

Groups is a feature that is available in Outlook Web App email and calendar and OneDrive for Business, and will be rolled out to all customers that have an Exchange Online or Office 365 commercial subscription, both new and existing.

 

Management
Group management is provided in Office 365. It is straightforward to create and manage, Groups can be optimized without learning to use a separate security management website. Public Groups support an open permission model, which allows you to add yourself as a member to any public Group, making it easy to access information. Private Groups provide data privacy while still allowing for prospective members to request access to the Group.

Matt Scherocman

Microsoft’s Active Usage - 2016 Funding Opportunities

Microsoft active usage funding 

In 2016, Microsoft is focusing on the customer and enabling their success through cloud-based technology. To support this focus, they are providing funding to eligible organizations for the adoption of Microsoft Office 365 Active Usage, Intune Active Usage and Azure Active Directory Premium (AADP):

The funding dollars are available to help customers realize the true value of their investments and ensure users are actively using these service to their full potential.

Microsoft Funding Opportunities for Active Usage:

Microsoft Office 365 Active Usage

Many organizations have starting reaping the benefits of Office 365 and its ability to empower their people using the latest and greatest collaboration services. Funding can help you use the cloud to gain control of your IT and give you the flexibility you need to run your business.

Funding may be available for those engage in “active use” in the following workloads:

  • Skype for Business Online/Lync Online: Customer’s employees are signing in and sending/receiving instant messages
  • SharePoint Online / OneDrive: Customer’s employees are signing in and accessing/creating SharePoint sites and content
  • Office 365 ProPlus: Client is installed on desktops and being used by Customer’s employees
  • Yammer: Users are commenting, posting, liking or sharing content.
  • Project/Visio: Customer’s employees log in and load one of the pages at least one time per month

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Microsoft Intune Active Usage:

Need funding dollars to help with mobile device management, mobile application management, and PC management capabilities from the cloud? Using Intune, organizations can provide their employees with access to corporate applications, data, and resources from virtually anywhere on almost any device, while helping to keep corporate information secure.

An organization will be considered for funding if they meet one of the following criteria:

  • Deployed a Microsoft Intune agent on a PC
  • Has assigned a Microsoft Intune license to a user and has at least one mobile device/PC associated with the licensed user

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Azure Active Directory Premium (AADP):

Azure Active Directory Premium is ideal for organization who are looking for identity and access management in the cloud. Providing single sign-on to thousands of cloud (SaaS) apps and access to web apps you run on-premises, Azure Active Directory Premium features multi-factor authentication (MFA); access control based on device health, user location, and identity; and holistic security reports, audits, and alerts.

Customer funding will be considered for those actively using AADP if they meet one of the below criteria. The largest number from the below will be taken into consideration for the incentive:

  • Number of licensed users accessing at least one 3rd party app
  • Number of licensed users registered for self-service password reset
  • Number of licensed users enabled for MFA

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Questions about Active Usage or anything else mentioned above?

Give us a call at (513) 444-2020 or contact us here!

Welcome to the Interlink Cloud Blog

All content provided on this blog is for informational purposes only. The owner of this blog makes no representations or warranties regarding the information from our partners or other external sources.

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